WBS

Think of the WBS as your "project recipe.” A recipe tells you everything you
need to know to create a delicious meal-what ingredients and exactly how
much of each to use, how to combine all the ingredients, and exactly how and
how long to cook your food to perfection.

Likewise, a well-crafted WBS ensures that your team shares a common

understanding of the scope of the work across the entire project, and each
exact element and effort to reach that end product/deliverable.

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 WBS
The WBS assists project leaders, participants, and stakeholders in the
development of a clear vision of the end products or outcomes to be
produced by the project.

It provides the framework for all deliverables

throughout the project life cycle.

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 WBS
Design: the WBS provides a graphical representation or textual outline of the
project scope. Some of the main roles the WBS plays in supporting clarity
for project definition are that it:

Decomposes: the overall project scope into clearly defined deliverables.

Defines: the scope of the project in terms that the stakeholders can
understand.

Provides: a structure for organizing information regarding the project’s

progress, status, and performance.

Supports: tracking of risks to assist the project manager in identifying and

implementing necessary responses.

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 WBS

The deliverables must be captured effectively by the project team as part of the WBS. If it is
not part of the WBS, it is not part of the project. Very simple, right?

Unfortunately, it is not that easy and a lot of projects have what is called “scope creep”
resulting in projects that are over budget and behind schedule.

4
WBS- Example

5
 WBS- Example
As you can see, the first level describes the product we want to achieve once
the project is complete.
Now the team can start decomposing the product into smaller, more
manageable components.
This is what the level 2 is showing below:

6
 WBS
If we take the component called “Wheels” for example, we may want to
break it down into several pieces. However, the team has to decide how
much detail the work really requires.

For this example, we can just break this level into two pieces:

The bicycle as a product has only two wheels and from a project
management standpoint, this is enough for the team.
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 WBS-Example
Finally, there could be a component that needs more details for other reasons. In
our example, the team decides to bring even more detail to the component called
“Testing”. Based on the project’s needs, there could be a reason to add three
more work packages as you can see in the following figure:

8
WBS-Example

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 WBS
Very important key points to keep in mind while developing a WBS:
1. The WBS is created with the help of the team.
2. The first level is completed before the project is broken down further.
3. Each level of the WBS is a smaller piece of the level above.
4. The WBS includes only deliverables that are really needed.
5. Deliverables not included in the WBS are not part of the project.

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 WBS Benefits
Benefits:
1. It helps prevent work from slipping through the cracks.
2. It provides the project team members with an understanding of where
their pieces fit into the overall project management plan.
3. It facilitates communication and cooperation among team members.
4. It helps prevent changes.
5. It provides a basis for estimating staff, cost, and time.
6. It gets team buy-in and builds the team.
7. It helps people get their minds around the project.

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 WBS Challenges
No doubt, the biggest challenge in
developing a WBS is making sure to define
the logical relationship between all
program elements without constraining
work necessary to achieve program
objectives and requirements.

Other potential challenges that may be

encountered during construction of the
WBS are outlined on the clipboard.

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 WBS

Under a professional project management methodology, every single project you manage
must have a WBS.

You cannot afford to misunderstand this important project management tool.

Why?

Without it, the project will take longer, elements will slip through the cracks, and the project
will be negatively impacted.

13
 WBS Tips
Knowing that there is no single correct way to organize or depict the deliverable hierarchy
legs on the WBS, there are a lot of ineffective ways to represent the deliverables. These
guidelines should be followed to produce an effective WBS for the project:
1. Use nouns, not verbs, to keep the focus on deliverables versus activities to create the deliverables
2. Use a hierarchy structure to illustrate the relationship of deliverable for the scope of the project
3. Build the WBS collaboratively with the people who will ultimately produce the project deliverables
4. Ensure each WBS leg contains deliverables that are unique from deliverables in another leg – we
don't want to repeat the same deliverable in each column
5. Never make assumptions that stakeholders will naturally know that a deliverable element is part of
the project even if it is not included in the WBS.
6. Follow the 100% rule when drilling down through the levels of the WBS. The 100% rule states that
every level of decomposition in the WBS must contain all of the deliverable elements, which represent
100% of its parent deliverable. Refer to next slide.

14
 WBS Tips
Follow the 100% rule when drilling down through the levels of the WBS. The 100% rule
states that every level of decomposition in the WBS must contain all of the deliverable
elements, which represent 100% of its parent deliverable.
 Rule states that the WBS:
 Includes 100% of the work defined by the project scope
 Captures all internal, external, and interim deliverable in terms of work to be completed,
including project management
 The sum of the work at the “child” level must equal 100% of the work represented by the
“parent”
 WBS should not include any work that falls outside the actual scope of the project, that is,
it cannot include more than 100% of the work

15
 WBS Checklist
This is a checklist to use when reviewing the quality of a Work Breakdown Structure:

 Does it define 100% of the work that will be produced by the project?
 Does each element represent a deliverable?
 Does it use a coding structure so that each element has a unique ID that shows its place in the
hierarchy e.g. 1.1, 1.2, 1.1.1, 1.1.2?
 Will project stakeholders be able to understand the project scope from the WBS?
 Does it capture all external and internal deliverables including project management deliverables?
 Does each level represent 100% of the work required to deliver the parent level?
 Is the decomposition sufficient that the tasks required to deliver each work package can easily be
identified?
 Is it in the format that gives a clear graphical, textual or tabular breakdown of the project scope?

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 WBS Checklist
 Was it created by those who will be performing the work?
 Is it being regularly updated as project changes are approved?
 Does it allow you to estimate costs accurately?
 Does the WBS have logical summary elements that can be used in tracking progress and
performance?
 Does the WBS provide sufficient detail to create a Resource Assignment Matrix?
 Is the WBS sufficient to support reporting at a team, project, program and portfolio level?
 Does the WBS align with the size and complexity of the project? Is it sufficiently detailed to
support planning and control, but not so detailed as to become cumbersome?

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 WBS Program Management Uses
Putting the WBS to work for you is an important
part of managing a program. Since the WBS ties
all aspects of your program together, you can
use it to build and report on other activities.

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WBS Program Management Uses

19
WBS Program Management Uses

20
WBS Program Management Uses

21
WBS Program Management Uses

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 WBS
A WBS is not the following:
1. A “To-Do” list
2. A schedule
3. A cost estimate
4. A tool that make your life harder

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 Don’t Do This (to-do list) Do This (just list deliverables)
1.1 Requirement Document 1.1 Requirement Document
1.1.1 Initial mtg 1.1.1 Draft Requirement Document
1.1.2 IPT team 1.1.2 Final Requirement Document
1.1.3 Team Charter
1.1.4. System Requirement Review
1.1.5 System Functional Review
1.1.6 Draft Requirement Document
[Link] Team Review
[Link] User Review
[Link] Leadership Review
1.1.7 Final Requirement Document
[Link]
[Link]
[Link]
1.1.8 Requirement Verification
1.1.9 ect.
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 Government WBS/ Program WBS
The Program WBS usually consists of three levels with associated definitions. Each element
provides logical Level 1 summary levels for assessing technical accomplishments, supporting
the required event-based technical reviews, and for measuring cost and schedule
performance.

Each lower level of the WBS follows the same process of hierarchical decomposition and
represents an increasingly detailed definition of the work in the program.

25
 Program WBS
The Program WBS structurally illustrates a clear understanding
of the full scope of work to be performed by both the
government and contract entities. To establish this foundation
the Program WBS should:
• Structurally depict the framework for the program's technical
objectives and end items/products.
• Be product-oriented to enable more accurate definition of the
work that will be performed by both entities.

The elements contained in the Program was should identify all

the work products, whether they are hardware, software,
equipment, data, or services.

The following example shows a Program was for a

generic Unmanned Aerial Vehicle (UAV) system. This example
uses a numbering system called a coding scheme. Each was
should contain a coding scheme that 1denafies each of the
elements within the was and the relationship among them.
26
 Program WBS
The Program WBS structurally illustrates a clear understanding
of the full scope of work to be performed by both the
government and contract entities. To establish this foundation
the Program WBS should:
• Structurally depict the framework for the program's technical
objectives and end items/products.
• Be product-oriented to enable more accurate definition of the
work that will be performed by both entities.

The elements contained in the Program was should identify all

the work products, whether they are hardware, software,
equipment, data, or services.

The following example shows a Program was for a

generic Unmanned Aerial Vehicle (UAV) system. This example
uses a numbering system called a coding scheme. Each was
should contain a coding scheme that 1denafies each of the
elements within the was and the relationship among them.
27
 Program WBS
The Program WBS structurally illustrates a clear understanding
of the full scope of work to be performed by both the
government and contract entities. To establish this foundation
the Program WBS should:
• Structurally depict the framework for the program's technical
objectives and end items/products.
• Be product-oriented to enable more accurate definition of the
work that will be performed by both entities.

The elements contained in the Program was should identify all

the work products, whether they are hardware, software,
equipment, data, or services.

The following example shows a Program was for a

generic Unmanned Aerial Vehicle (UAV) system. This example
uses a numbering system called a coding scheme. Each was
should contain a coding scheme that 1denafies each of the
elements within the was and the relationship among them.
28
 Program WBS
The Program WBS structurally illustrates a clear understanding
of the full scope of work to be performed by both the
government and contract entities. To establish this foundation
the Program WBS should:
• Structurally depict the framework for the program's technical
objectives and end items/products.
• Be product-oriented to enable more accurate definition of the
work that will be performed by both entities.

The elements contained in the Program was should identify all

the work products, whether they are hardware, software,
equipment, data, or services.

The following example shows a Program was for a

generic Unmanned Aerial Vehicle (UAV) system. This example
uses a numbering system called a coding scheme. Each was
should contain a coding scheme that 1denafies each of the
elements within the was and the relationship among them.
29
 Contract WBS
Now let's learn about the Contract WBS. This is developed by the contractor and approved
by the government for program reporting purposes. The Contract WBS includes all product
elements that are the responsibility of the contractor.

The following are the types of elements included in a Contract WBS:

• Hardware 1s the physical equipment that makes up a system, such as storage devices for
computers, or combat equipment for weapons.
• Software can be computer programs, procedures, and other associated documentation of a
computer system.
• Data 1s any form of recorded information delivered under contract.
• Services consist of any work performed for the benefit of the program.

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 Contract WBS
The Contract WBS extends down to the
agreed-to contract reporting level and any
extended lower levels needed for reporting or
other purposes.

It also defines the lower level components of

what is to be procured. This more detailed WBS
forms the framework for the contractor's
management control system. It must be tailored
to the program so that it does not unnecessarily
constrain the contractor in meeting defined
contract requirements.

The following example presents the UAV

system and includes the Contract WBS for the
Communation/ldentification System for the UAV.

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 Program WBS and Contract WBS
The Program WBS captures all efforts of a
program performed by both government and
contractor. Program WBS elements that will be
contracted are reflected in the Contract WBS.

The contracted system is identified at Level 1 of

the Contract WBS with all applicable Level 2
Common WBS elements included.

This figure represents another way in which you

may see a WBS structure depicted, including
the relationship between the Program and
Contract

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Program WBS and Contract WBS

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 WBS Dictionary
The WBS dictionary is a companion document to the WBS, and lists and defines each element
contained in the WBS.
The Data Item Description (DI -MGMT-81334D) provides a format for a Contract WBS dictionary. It
will typically be constructed in a hierarchical format and include the numerical code (WBS Code),
element name, and detailed description of what is included in each WBS element (Element
Definition).

34
 WBS Dictionary

Each WBS element should be associated to at least one SOW paragraph, but
typically they will be related to multiple paragraphs. If you have a WBS element
that is not associated with a SOW paragraph you have to ask “why are we doing
this?” because it’s apparently not part of the contract. Conversely, each SOW
paragraph should be related to at least one WBS element and it usually touches
multiple WBS elements.
35
WBS Dictionary
Looking at a matrix of where the two
documents are connected can quickly tell you
if you have everything covered in the SOW or
are doing work in a WBS element that is not
on contract.

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 WBS Dictionary Template
WBS Level WBS Code WBS Name WBS Description RISK

49
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
The DoD defines 10 categories of materiel items or systems used in a WBS.
Defense materiel items include any equipment, apparatus, and supplies of a
military force or other organization. Systems include the complex of equipment
(hardware and software), data, services, and facilities required to develop and
produce it.
Ground Automated
Sea
Vehicle Space Information
System
System System System
Launch Vehicle
System
Aircraft Unmanned
System Maritime
Strategic System
Missile Missile/ Electronic/Avionics/
System Ordnance Generic
System System

50
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

51
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

52
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

53
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

54
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

55
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

56
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

57
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

58
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

59
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

60
 MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items
Common Elements of a DoD WBS

Common elements refer to the elements applicable to all major systems and subsystems. In the WBS,
you will identify each materiel item/ system and then identify each applicable common element.

61
MIL-STD-881 Work Breakdown Structures
For Defense Materiel Items

62